Digitized documents have a more useful life because they’re searchable and editable. You can’t edit a paper document without recreating or copying it. Nor can you search for it except by hand and eye.

Performing a desktop keyword search of your computer files can help you to locate them quickly and Optical Character Recognition (OCR), a feature of ScanSnap, enables you to you locate the document through keywords buried within the document. Scanning a document also allows you to edit it. The ability to edit or copy and paste information from one document into another is a huge time-saving advantage of the digital age.

These advantages give the scanned document more intrinsic value than the physical document. It is easier to store, too, taking up space on a computer or server that’s so small you barely notice it.

In addition, scanned documents can be stored and saved in a free or low cost cloud computing environment, saving more money than you would storing them physically.

Where paper gets in the way after a while – old files in businesses are frequently boxed and sent off-site to deep storage – electronic files can stay in close proximity on a network. Anyone can retrieve the oldest and most obsolete file when necessary if it’s been scanned. Using a digital filing system with your document scanner allows even the oldest files to continue to be useful.

Megan Fowler
Marketing Communications Manager
Fujitsu Computer Products of America, Inc.

A portable scanner connected to your laptop computer can help this scenario happen for you in a realistic way. If you need to turn around a contract or signed paperwork right away, a document that has been converted to a PDF file has the advantage of maintaining its image quality – versus the low quality bi-tonal reproduction of a fax – as well as the security (peace of mind) provided by email to a person versus some public machine. With a mobile scanner, you can scan and digitize a signed contract, convert it into a PDF, e-mail it as an attachment and save it to your files.

You can sign, scan, and email paperwork and contracts without ever having to go back to the office. With the emailed document arriving immediately at the loan office, bank or the title company, a property deal can be consummated very quickly and your commission assured.

Where a signed original used to be required for completion of a deal, the Adobe PDF with an electronic signature is increasingly recognized as a binding legal document. This frees law offices, insurance agencies, realtors and others to conduct much of their important business online without fax machines, interoffice messenger services, the Postal Service or FedEx.

The person who creates the document can scan it and convert it to a PDF, then email it as an attachment. The necessary parties can sign it digitally and return it just as fast by email – saving hours if not days of turnaround time, and maintain a single document throughout the process.

This paperless methodology has the advantages of fast turnaround and easy storage. A scanned contract is easy to set up to be searchable as well, by keyword, name of client or date.

Doug Cripps
Business Development Manager
Fujitsu Computer Products of America

I’m not sure which model of ScanSnap you are using but ScanSnap allows you to select “allow automatic blank page removal,” a feature that automatically removes the blank side of a document while it is being scanned (ScanSnap Manager > Scanning Tab > Options).

However, in your case, the lines on the notebook or recycled paper could prevent this feature from removing it automatically. In this case, ScanSnap allows users to choose whether to scan a single side of their document (Simplex) or both sides at the same time (Duplex).  Of course, you have the option to create a default profile that runs Simplex mode only; however, there is an easier way to handle those occasional single-side scans without having to change a bunch of settings each time you scan a document.  Simply place your pages in the feeder and instead of pressing the scan button, right-click once on the “ScanSnap” icon in the system tray using your mouse.  You will see a menu appear with “Duplex” and “Simplex” at the top.  Click on “Simplex” and ScanSnap will immediately begin feeding your documents while scanning only one side of each page.  When ScanSnap finishes scanning the batch, the scanner will automatically resume its previous settings.

As for removing unwanted pages from a PDF after it is scanned, Adobe Acrobat can be used to modify or remove pages inside a PDF.  If your ScanSnap came with ScanSnap Organizer software for PC, ScanSnap Viewer can be used to delete individual pages from a PDF.  And of course, there are many third party applications that can be used to manage PDF content.

Michael Sidejas
Product Marketing Manager
Fujitsu Computer Products of America

“How often does one truly fall in love with a machine? I have an office full of wonderful equipment but none that I LOVE as I do my ScanSnap. In an insurance agency everything must be documented.  Our client information is kept in a management software system accessed over the Internet and we have been scanning and attaching the client documentation for several years from our central scanner located near the reception desk.  After buying my ScanSnap about a year ago I do not have to interrupt my work to go to another part of the office.  I simply run the document through and tell it to save into an e-mail or a file and attach to the client or send to a client or company.  I also have lost weight because I no longer have to go by the reception area candy dish!” – Ann Roberts, Augusta, ME

“I have been a long-time ScanSnap user and believer.  I own a small insurance agency of which I am the only employee.  I wear all the “hats” in my office.  I am the manager, the receptionist, the bookkeeper and the front line salesman.  You are probably asking how I keep myself organized.  Let me tell you.  It all comes down to my ScanSnap scanner.  I scan everything I possibly can scan.  I scan applications, endorsements, business cards via the Cardminder feature, bills, receipts, EVERYTHING! I could not get by without it.  Let me rephrase that.  I would not want to get by without it!  I purchased my ScanSnap over 8 years ago and it still works like I bought it yesterday.  I am hoping that with my ScanSnap I can go almost entirely green very soon.  Thank you, Fujitsu, thank you!” – John McCoy, Linthicum, MD

*To find out more about our Tell Us How You’ll ScanSnap contest, click here for participation rules and regulations.

-The ScanSnap Team

Microsoft has integrated a powerful search engine into Windows 7 enabling users to search and retrieve documents without having to close the application they’re currently working in (e.g. Word or Excel ).

Google has also been active in releasing a variety of search widgets that integrate with your computer and with the web. Now you can search your hard drive for a misplaced document or the web for information right from your desktop, without having to stop what you’re doing to open up your Internet browser.

ScanSnap helps you apply a search engine optimization plan by easily pre-designating search terms for each document you digitize and file. When you begin the search for a document, the Google desktop widget or Windows 7 looks for the search term that you created and quickly focuses in on the location of the document you want.

Even if you don’t know or have a list of keywords, the abilities of the new desktop search technologies from Google and Windows allow them to quickly find your documents.

A scanning and organizing routine can work with any kind of document in your organization, so you can integrate them as electronic information with e-mail, contracts and expense reports. With minimal effort and a small physical footprint in your office, you can use your scanner to digitize, archive and secure documents, and retrieve them in a snap.

Michael Sidejas
Product Marketing Manager
Fujitsu Computer Products of America

-The ScanSnap Team

-The ScanSnap Team

This interactive webinar will feature Jim Bourke, CPA.CITP, Partner at WithumSmith+Brown PC, and Chair of AICPA’s Certified Information Technology Professional credential Committee. Brought to you by Fujitsu and SpeedTax. Register today at: https://www2.gotomeeting.com/register/518554123.

-The ScanSnap Team



This week’s question is: What has been the instance when you most needed a ScanSnap but didn’t have one?

If you have an answer you’d like to share, please help contribute to the conversation by becoming a Fan of ScanSnap on Facebook and commenting on the post. We’d love to hear from you!

-The ScanSnap Team